Patient Accounts Coordinator

Who We Are

At Breakthru, our mission is to improve access to mental health care with transformative interventional psychiatric treatments in a human-centered environment where patients are truly seen and heard. We are committed to delivering innovative solutions and creating healing pathways for those struggling with difficult-to-treat mental health challenges.

Job Summary

The Patient Accounts Coordinator is a comprehensive, cross-functional role responsible for managing the full revenue cycle—from insurance verification and prior authorizations through billing, claims submission, accounts receivable follow-up, and patient financial communication. This role consolidates the responsibilities of Prior Authorization, Medical Billing, and Accounts Receivable coordination to ensure accurate, timely reimbursement and a seamless financial experience for patients.

The ideal candidate is detail-oriented, highly organized, patient-centered, and experienced in navigating insurance requirements, billing workflows, and follow-up processes within a healthcare setting.

Key Responsibilities

Prior Authorization & Benefits Coordination

· Initiate and complete prior authorization requests for procedures and medications within 24–48 hours of order or note completion.

· Verify patient eligibility, coverage, benefits, deductibles, and out-of-pocket responsibilities.

· Ensure all required clinical documentation, CPT codes, and diagnosis codes are included with submissions.

· Track authorization statuses, follow up every 48–72 hours until resolution, and manage renewals/extensions at least two weeks prior to expiration.

· Communicate authorization outcomes and next steps clearly to patients and providers.

Medical Billing & Charge Management

· Review medical records and perform accurate charge entry for insurance and self-pay services.

· Submit clean claims in a timely manner and correct rejections promptly.

· Post payments, review EOBs, and resolve unapplied or unpostable payments.

· Review missing charge slips and billing reports daily to ensure completeness.

· Maintain accurate billing records and documentation in the practice management system (Athena experience preferred).

Accounts Receivable & Follow-Up

· Monitor insurance and self-pay A/R aging and initiate follow-up beginning at Day 3.

· Investigate, correct, and appeal denied or underpaid claims within established SLAs.

· Manage payment plans and initiate collection processes when appropriate, including coordination with external collections.

· Review hold buckets, bad debt reports, and A/R dashboards regularly to minimize outstanding balances.

· Prepare and distribute routine A/R and collection reports for leadership.

Patient Financial Support & Communication

· Serve as a primary point of contact for patient billing questions, providing clear, compassionate explanations.

· Proactively notify patients of large balances and discuss payment options.

· Respond to billing-related tasks, messages, and phone calls within 24 hours.

Compliance & Collaboration

· Maintain strict compliance with HIPAA, payer guidelines, and healthcare billing regulations.

· Collaborate closely with providers, clinical staff, and administrative teams to resolve discrepancies and improve workflows.

· Stay informed of changes in insurance policies, coding standards, and reimbursement requirements.

Qualifications

Required:

· High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).

· Proven experience across medical billing, prior authorization, and/or accounts receivable functions.

· Strong understanding of insurance policies, EOBs, and reimbursement processes.

· Proficiency with medical billing software (Athena preferred).

· Excellent attention to detail, organization, and multitasking skills.

· Strong verbal and written communication skills.

· Knowledge of HIPAA regulations and compliance standards.

Preferred:

· Certification in Medical Billing and Coding (CPC, CBCS, or equivalent).

· Experience in psychiatric or specialty medical practices.

Core Competencies

· Patient-centered mindset with empathy for individuals facing mental health challenges.

· Ability to explain complex financial and medical concepts in accessible language.

· Problem-solving skills for navigating insurance, authorization, and billing challenges.

· Resilience and professionalism when working with sensitive financial situations.

· Adaptability in a growing, evolving practice environment.

· Strong ethical standards and collaborative approach to teamwork.

Our Beliefs

1. We offer unconditional positive regard to our patients, their families, each other, and ourselves.

2. We reside at the front edge of science, offering the most effective, innovative mental health treatments.

3. We hire personality and teach skills.

4. We listen carefully and respond respectfully.

5. Our praise is as thorough as our feedback.

6. We talk to each other, not about each other.

7. We are here to make the patient journey easier, not harder.

8. Our patients and their families are our North Star.

9. We create an environment where our patients are truly seen and heard.

10. We embrace teamwork, recognizing that collaboration and mutual support are essential to our success.

Pay: $26.00 - $30.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person